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Our client, a leading pharmaceutical company is looking to engage with a Consultant Administrative Specialist is a proactive and independent administrative professional that provides admin support to assigned leaders and colleagues and will interface with multiple departments at all levels of management. The role performs normal office functions such as arranging face to face and virtual meetings, conferences; receiving, referring and responding to email inquiries and/or requests; drafting and or finishing documents for appropriate grammatical use; answering questions related to office operations and established policies and procedures. Individuals gather, compile and reports on information relevant to the group being supported.
Major responsibilities are directed by the needs of the line/business. Duties include but are not limited to:
Uses own judgment to make decisions, within scope of responsibilities. Handles complex and non-routine issues on a periodic basis. Receives minimal direction in completing daily work activities.
Takes initiative to complete work
o Makes final travel arrangements for supervisor/team members with little direction
o Sorts and prioritizes email, voice mail, chat messages and takes appropriate actions
Handles organization of supervisor’s calendar, optimizing their time effectively (prioritizes meetings, serves as a gatekeeper, alerts supervisor to changes, considers time zone differences when scheduling)
Judges the urgency of requests and takes appropriate action to gather information and materials to help supervisor/team members handle situations (retrieve documents for support of situation resolution)
Uses understanding of department work flow, established guidelines and priorities when scheduling department resources (support staff vacation schedules, clerical tasks across group members)
Uses broad understanding of Pfizer business organization, products, services to appropriately assist in handling supervisor’s more complex requests and complete their own work:
o Schedules meetings outside department, inviting appropriate individuals on behalf of supervisor
Distributes documents/e-mails/communications on behalf of supervisor
Uses general understanding of department, products, services and customers to support supervisor:
o Responds to customer requests within appropriate timelines/guidelines
o Identifies errors and/or omissions in documents/mailings
Elicits information from requestors to clarify requests and refers to appropriate responder within department
Identifies and utilizes key contacts internally and externally who are contributors to accomplishing work required
Is knowledgeable resource for others within department
Handles a variety of issues and problems with limited supervision, finds innovative ways to overcome obstacles and improve operations that impact completion of work
Determines how to change approach or method to completing own work when desired results aren’t being met (alerts supervisor when a process isn’t working and recommends a solution)
Handles a variety of issues and problems with limited supervision and finds innovative ways to overcome obstacles and improve operations that impact completion of own work
Coordinates resources internal and externally to assist in resolution of work
Anticipates next steps required to complete a task and takes appropriate action to alert supervisor (reorganizing schedules to accommodate an important meeting in supervisor’s schedule)
Represents supervisor in day to day situations within specified parameters to handle routine issues and respond appropriately
Answers questions regarding department/division operations or supervisor’s work on their behalf (provides information regarding agenda content for meetings)
Participates on Pfizer task committees with guidance from supervisor
Independently develops or enhances documents with little direction from supervisor (drafts communications and/or presentations)
Contributes to administrative department management through effective completion of own
Duration - 12 months
Capacity- Full time
Location- BKC Mumbai
-Demonstrates knowledge and proficiency with general office procedures, customer service, e-mail etiquette, commonly used office software and company specific processes and procedures applicable to line/site
-Conducts all activities and makes decisions that are in accordance with company policies, SOPs, company values, global regulatory guidelines and environmental guidelines as appropriate
-Proactively balances tasks and activities to prioritize self and others
-Demonstrates an understanding of organization, functions, products, services, customers and establishes networks to accomplish work activities
-Demonstrates an understanding of own department/supervisor’s function and role in the organization as well as their goals and priorities
Leading pharmaceutical and biotechnology corporation
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